Grants Management and Project Coordinator

Ukraine

Grants Management and Project Coordinator

Organization

• Estonian Refugee Council
  
  

Posted 17 Feb 2026 Closing date 26 Feb 2026

Under the line management of Country Director, the Grants Management and Project Coordinator will contribute to achieving quality programming by ensuring effective grants management including, internal and donor compliance requirements, timely and quality reporting, and leading on internal and external grants-related communications as delegated by the Country Director. Particular focus will be paid to coordinating the organisation’s components of the DoS(Ukraine Response Consortium) and ECHO funds.

Main Tasks

Ukraine Response Consortium Project Coordination

• Act as the organisation’s focal point and primary point of contact for the URC consortium. Working with internal departments, particularly the head of programmes, MPCA and EcRec Technical Advisors (Livelihoods), MEAL manager, Head of Support Services and communications to ensure all requests are responded to and followed up on to a high standard and in a timely and coherent manner.
• Act as the primary focal point for questions related to donor and contractual compliance.
• Monitor work plans and spending plans. flag and follow up on any deviations or anticipated deviations in a timely manner (in advance of milestones or reporting periods)
• Ensure that both ERC’s relevant SOPs and policies are adhered to, and industry standards (i.e., cluster guidance, CHS, Safeguarding, Sphere) are reflected in our work
  
  

Grant Management and Administration

• Maintain an overview of all grants, donor requirements, rules and regulations, and internal and external deadlines for all projects, mostly for ECHO and DoS funds;
• Ensure Kick off Meetings and Grants Opening Meetings, Grant Review Meetings are conducted regularly as per ERC guidelines and flag any discrepancies to HoP , CD and CMT.
• Review donor contracts, modifications and other amendments, flag any points that might challenge ERC’s procedures, and support contract negotiations for all projects
• Work with finance team to support/advise them in development of internal budgeting tool and communication with field offices on allocated budget;
• Ensure all documentation required to be kept by donors is available by maintaining high standard information management/filing systems;
  
  

Reporting and Monitoring

• Lead the coordination and finalisation of donor reports ensuring consistency between narrative and financial reports and that they meet quality standards for all ECHO and DoS projects
• Highlight critical financial issues such as under/over spends to finance and Budget Holders, and follow up in writing when discussed verbally for all projects, with a particular focus on the ECHO and DoS projects;
• Coordinate the reporting to national and local authorities as necessary, with a particular focus on the ECHO and DoS projects;
• Work closely with the Finance department to ensure that the financial reports submitted to donors' match with the narrative reports for all projects, with a particular focus on the ECHO and DoS projects ;
• Participate in ensuring that quantitative and qualitative data and secondary sources are synthesised into high quality analytical information which can be used for reports, advocacy, lesson learning and project development.
  
  

Compliance

• Be familiar with all ERC organisational and donor portfolio compliance requirements and ensure high quality management of grants through meeting of KPIs and deadlines;
• Support and advise programme colleagues with queries related to donor compliance on grants within portfolio, with a particular focus on ECHO and DoS projects;
• Spot check for cluster compliance, internal SOP compliance and industry standards particularly as they regard Code of conduct, safeguarding and inclusion for all projects, with a particular focus on the ECHO and DoS projects ;
  
  

External relations

• Maintain active and regular working relationships with donors and act as point of contact for all donor communication, including the coordination of donor visits in the field for all projects, in coordination with DPR HO team;
• Provide technical support to field teams and experts through field visits to oversee project implementation on the ground;
• In the absence of Technical Coordinators, represent ERC in key clusters, working groups, and other NGO coordination bodies.
  
  

Expectations Towards The Candidate

• Master’s degree in a relevant field (management, business administration, humanitarian or similar) or equivalent working experience.
• Minimum of 4 years of experience in project management, or grant management, fundraising or in a related field;
• Experience of donor relations and grants management (e.g., with institutional humanitarian and development donors, in particular, BHA/USAID, ECHO and the UN) is an advantage;
• Experience working in complex environments and with displaced populations;
• Good understanding of donor rules and regulations;
• Good communication and interpersonal skills;
• Excellent written and oral communication skills in English; Russian or Ukrainian language skills a distinct advantage
• Strong organisational and team working skills
• Proven skills and experience in report and proposal development and working with multiple donors;
• Willingness to travel to field offices and implementation locations
• Ability to deal with stressful situations and environments.
  
  

How to apply

Submit your CV and cover letter through Estonian Refugee Council's HR platform by 26.02.2026: https://hr.pagulasabi.ee/en/grant-management-and-project-coordinator-0

Please note: This is a rolling recruitment process and may close earlier if a suitable candidate is found.

Important: Applications sent by email will not be considered. Please apply through the designated platform

Job details

Country

• Ukraine
  
  

Source

• Estonian Refugee Council
  
  

Type

• Job
  
  

Career category

• Donor Relations/Grants Management
  
  

Years of experience

• 3-4 years
  
  

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